Expense App Guide: Manual Purchases & Mileage Reporting

 

 

 ✅ Getting Started

Log In to Expense

Your company has its own dedicated Expense domain.

1. Open your company's Expense login page.
2. Log in using the username and password provided by your company.

✅ You now have access to your Expense account.

---

Download the Expense App

The app is available for:

• 🍎 Apple App Store
• 🤖 Google Play Store

Search for:

Expense

and install the app.

✅ The app is ready for activation.

---

Activate Your Account

To connect your mobile device:

1. Log in to the Expense web portal.
2. Change your password (recommended).
3. Navigate to:

My Settings > Add Device

1. Generate a registration code.
2. Open the Expense app.
3. Enter the registration code.

✅ Your device is now connected to Expense.

---

📧 Email Receipt Forwarding

Verify Your Email Address

To enable digital receipt forwarding:

1. Open the Expense app.
2. Complete the email verification process.

✅ You can now send receipts directly to Expense.

---

Forward Digital Receipts

When you receive a receipt by email:

1. Forward it to:

receipt@expense.se

1. The receipt is automatically stored in your Receipt Bank.

✅ Ready to be attached to an expense report later.

---

🧾 Submit Manual Purchases (Out-of-Pocket Expenses)

Create a Purchase

1. Tap the Plus (+) Icon
2. Select Create Purchase

✅ A new expense registration opens.

---

Select Out-of-Pocket Payment

If you paid with your own money:

1. Choose:

Out of Pocket

✅ The expense will be treated as a reimbursement claim.

---

Photograph the Receipt

1. Take a photo of the receipt.
2. Ensure the receipt is clear and readable.

✅ Expense automatically scans the receipt.

---

Automatic Receipt Scanning

The app extracts information such as:

• 📅 Date
• 💰 Amount
• 📍 Location
• 🏙️ City

✅ This minimizes manual entry.

---

Add a Comment

Include a short description of the expense.

Examples:

• 🚕 Taxi from airport to client
• ☕ Coffee with customer
• 🏨 Hotel during business trip

✅ Comments help approvers understand the purchase.

---

Save and Categorize

1. Click Save
2. Select the correct category or account if required
3. Edit any details if needed

✅ The purchase is now ready.

---

Submit Now or Later

You can:

• 📤 Submit immediately, or
• 📥 Leave it in your Inbox and submit multiple expenses together later

✅ Choose the workflow that suits you best.

---

🚙 Create a Mileage Reimbursement Claim

Start a Mileage Entry

1. Tap the Plus (+) Icon
2. Select Create Mileage Allowance

✅ A new mileage reimbursement entry opens.

---

Enter Trip Information

Add:

• 📝 Comment
• 📅 Date
• 🚗 Vehicle Type

Example:

Project Y meeting with Customer X

✅ Basic trip information is registered.

---

Enter Route Information

1. Tap PIN
2. Enter:
   • Start address
   • Destination address
3. Select if it is a:

✅ Round trip

where applicable.

---

Automatic Distance Calculation

Expense calculates the trip distance automatically based on the entered route.

✅ Mileage reimbursement is calculated according to your organization's settings.

---

Reuse Previous Routes

Frequently used routes can be selected using:

Click to Fill Suggestions

✅ Saves time for recurring journeys.

---

Submit the Mileage Claim

1. Review the trip information
2. Click Submit

✅ Your mileage reimbursement claim is sent for approval.

---

👥 Approve Reports (For Approvers)

If you are assigned as an approver:

Review Submitted Reports

1. Open:

To Do > To Review

1. Select the report

✅ Review all submitted information.

---

Check the Following

• 📎 Receipts
• 📝 Comments
• 📊 Accounting details
• 🚙 Mileage information
• ⚠️ Duplicate warnings

✅ Ensure everything is complete and accurate.

---

Approve or Reject

Choose:

• ✅ Authorize to approve
• ❌ Deny to reject

If rejecting:

• Add a comment explaining what needs correction.

✅ The employee receives feedback and can update the report.

---

📂 View Previous Reports

For End Users

Navigate to:

My Accountings

Here you can:

• View submitted reports
• Track approval status
• Review historical expenses

✅ Full visibility into your expense history.

---

For Approvers

Approvers can review previously approved reports for reference and follow-up purposes.

✅ Historical approvals remain available.

---

🖥 Use the Web Portal

If you prefer working from a computer, you can access your company's Expense portal.

Available functions include:

• 📎 Managing receipts
• 📊 Reviewing accounting information
• 📤 Submitting reports
• ✅ Approving reports
• 📂 Viewing report history

✅ All major features are available both on desktop and mobile.

---

💡 Best Practice Tips

Capture Receipts Immediately

Photograph receipts as soon as purchases are made.

Use Clear Comments

Comments reduce questions during approval and accounting reviews.

Verify Your Email

Forwarding digital receipts helps prevent lost documentation.

Review Before Submission

Check receipts, comments, and mileage details before submitting reports.

---

Frequently Asked Questions (FAQ)

What is an out-of-pocket expense?

An expense paid using your personal funds rather than a corporate card.

Can I submit multiple expenses together?

Yes. You can leave expenses in your Inbox and submit them later as part of the same report.

How is mileage calculated?

Expense calculates the distance automatically based on the route information entered.

Can I reuse previous mileage routes?

Yes. Use Click to Fill Suggestions for frequently used routes.

Can I manage everything from the mobile app?

Yes. Expenses, mileage reimbursement, approvals, and report tracking can all be handled through the Expense app.

---

Summary

• ✅ Log in and activate the Expense app
• 📧 Verify your email address and forward digital receipts
• 🧾 Register out-of-pocket purchases and reimbursement claims
• 🚙 Record mileage reimbursement with automatic distance calculation
• 📤 Submit reports for approval
• 👥 Approve or reject reports if you are an approver
• 📂 Access your full report history
• 🚀 Manage expenses and mileage quickly and efficiently with Expense